Polycom TotalSky VVX 310 Owner's manual

Polycom VVX

300/310

Desk Phone

Owner’s Manual V.1

1

Table of Contents

Contents

Table of Contents .................................................................................. 2

1 Introduction ......................................................................... 5

Using this Document

....................................................... 5

Typographical conventions

............................................. 5

Special messages

........................................................... 5

Definition.......................................................................... 5

Basic Requirements

........................................................ 6

2 Using Your Hosted PBX phone system................................. 7

System Description

......................................................... 7

Getting Started

................................................................ 7

Polycom VVX300/310 Desk Phones

............................. 7

Introduction to your Polycom Desk Phone

..................... 7

Before You Use Your Phone

........................................... 8

Interacting with your Polycom VVX300/310 Desk

Phones

............................................................................ 9

Information Screen

....................................................... 10

Main Menu Screen:

...................................................... 11

Adjusting the Volume

.................................................... 11

3 Desk Phone– Basic Call Features ..................................... 12

Placing Calls

................................................................. 12

To place a call using the handset:

................................ 12

To place a call using Hands-Free Speakerphone mode:

....................................................................................... 13

To place a call using the headset:

................................ 13

Placing a second call

.................................................... 14

Answering Calls

............................................................ 15

To answer a call using the handset:

............................. 15

To answer a call using Hands-Free Speakerphone

mode:

............................................................................ 15

To answer a call using the headset:

............................. 15

Using Automatic Answer:

.............................................. 15

Inbound Caller ID

.......................................................... 16

Ending Calls

.................................................................. 16

Forwarding Calls

........................................................... 17

Call Management Features Call Hold

.......................... 20

Conferencing Calls

........................................................ 20

Transferring Calls

.......................................................... 22

Note ............................................................................... 24

2

Call Park

........................................................................ 24

Paging (Intercom)

......................................................... 25

Redial

............................................................................ 25

Mute

.............................................................................. 26

4 Managing Incoming Calls ................................................... 27

Rejecting Calls

.............................................................. 27

Diverting Calls

............................................................... 27

5 Using Voicemail ................................................................. 28

Setting up the voicemail box for the first time

.............. 28

Retrieving messages from your Desk Phone

............... 28

Retrieving messages when you are away from the

office

............................................................................. 29

Returning a Call

............................................................ 29

Change your Voicemail PIN

.......................................... 29

Record a Personal Greeting via the Phone

................. 29

Forward Voicemail Messages via the Phone

............... 30

Logging into your Voicemail Box via the Web

.............. 30

Retrieving messages via the Web

................................ 30

Forward Voicemail Messages via the Web

.................. 31

Voicemail Notification via Email

.................................... 34

To Create a Voicemail Group

....................................... 35

Change the Number of Rings Before Voicemail Picks Up

....................................................................................... 36

6 Call Lists and Directories ................................................... 37

Managing Call Lists

...................................................... 37

Managing Contacts

....................................................... 38

Adding Contacts Manually

............................................ 38

Adding Contacts From Call Lists

.................................. 39

Editing Contacts

............................................................ 40

Deleting Contacts

.......................................................... 40

Placing Calls to Contacts

.............................................. 41

Searching for Contacts

................................................. 41

7 Customizing your Phone .................................................... 42

Configuring Basic Settings

........................................... 42

Changing the Appearance of Time and Date

............... 42

To configure the time and date formats:

...................... 43

Changing the Backlight Intensity

.................................. 43

To modify the backlight intensity:

................................. 44

Enabling the Headset Memory Mode

........................... 44

Selecting the Correct Headset for Electronic Hookswitch

....................................................................................... 45

To select a headset that supports electronic

hookswitch:

................................................................... 45

3

....................................................................................... 45

Selecting the Ring Type

................................................ 45

To change the incoming ring type:

............................... 45

Changing the Language

............................................... 46

8 Installation Overview ......................................................... 47

Before you Begin Your Installation

............................... 47

Assigning Extension Numbers and Phone Numbers to

Phones

.......................................................................... 49

Understanding Extensions and Lines

........................... 49

9 Installing your Hosted PBX Phone ..................................... 50

Installing Desk Phones

................................................. 50

Installing the Desk Phone Wirelessly

........................... 52

Activating the Service

................................................... 53

Conformance

................................................................ 55

Important Safety instructions

........................................ 55

FCC Information

........................................................... 56

Customer Owned Coin/Credit Card Phones

................ 56

Data Equipment

............................................................ 57

Systems

........................................................................ 57

Automatic Dialers

.......................................................... 57

Toll Restriction and Least Cost Routing Equipment

.... 57

Equal Access Requirements

......................................... 57

Electrical Safety Advisory

............................................. 57

Radio Interference

........................................................ 57

RF Radiation Exposure

................................................ 58

Modifications

................................................................ 58

4

1 Introduction

Congratulations on purchasing Hosted PBX phone system and

service. You will now be able to share your phone connection

between fixed & wireless handsets and across multiple locations

using the latest in ‘Voice over IP’ services.

This User Guide will show you how to setup and use your new

PBX phone system and service.

Using this Document

Notational conventions

Acronyms are defined the first time they appear in the text. The

term LAN refers to a group of Ethernet-connected computers at

one site.

Typographical conventions

Italic text is used for items you select from menus and drop-down

lists and the names of displayed web pages.

Bold text is used for text strings that you type when prompted by

the program and to emphasize important points.

Special messages

This document uses the following icons to draw your attention to

specific instructions or explanations.

Provides clarifying or non-essential information on the current

topic.

Definition

WARNING

Explains terms or acronyms that may be unfamiliar to many

readers.

Provides messages of high importance, including messages

relating to personal safety or system integrity.

5

Basic Requirements

The Hosted PBX phone system is designed to use your existing

broadband data connection as well as the existing data wiring in

your office. Where you don’t have data wiring, you may use the

optional Wireless Transmitter and Wireless Adapters to connect

Desk Phones wirelessly.

In order to use all the features of the Hosted PBX phone system

and service, you must have the following:

•

Broadband Internet access

•

At least one free port on your router or modem/router

•

Your router must be set to DHCP

6

2 Using Your Hosted PBX phone system

System Description

The Hosted phone system supports up to 100 phones

•

You can have as few as one phone at an address

•

Cordless phones can be used in conjunction with Desk

Phones or can be installed stand alone

•

Through your Admin Portal, you can view information and

make changes to phone system

Getting Started

This section of your Owner’s Manual is your guide to using the PBX

phone system and its features. It also explains how to program system

settings for your Desk Phones.

Polycom VVX300/310 Desk Phones

Introduction to your Polycom Desk

Phone

The Polycom VVX300/310 Desk Phone provides a powerful, yet

flexible IP communications solution, delivering excellent voice quality.

The high-resolution graphic display supplies content for call

information, directory access, and system status. The phones support

advanced functionality including multiple call appearances, HTTPS

security, and a suite of business phone features.

Some system settings are programmed through your Admin Portal

website while others are programmed through the phone.

7

Before You Use Your Phone

The image below and table describe the various feature buttons of

your phone.

Button

Description

1

Voicemail

Indicator

Flashing red light indicates there is a

voicemail on the phone.

2

The home key returns you to the

Home

Screen of the phone. Pressing it twice

returns you to the idle screen.

3

Full Color

Touch Screen

Color Touch Screen. Touch sensitive,

full color screen that allows you to

Select to highlight and select, or scroll

using up down left and right

mo ements

4

Headset Key- Light is green with the

use of an analog headset and Blue

when using a USB headset.

5

Speakerphone Key – Glows green

when in use.

6

Mute Key- Glows red when in use.

7

Volume up and down key

8

Microphone

Transmits sound without using the

handset, this is an audio input device.

9

Speaker

Transmits sound without using the

handset, this is for audio output.

10

Dial Pad

Allows entery of numbers, letters and

other characters, also allows for selec-

tion of numbered menu items.

11

Security Slot

Allows for physically locking the

phone down with the use of a laptop

cable lock.

Interacting with your Polycom VVX300/310 Desk Phones

This section contains information on the terms used when interacting with

your new Polycom VVX300/310 Desk Phone.

Press:

Depress and release a button on the phone.

Highlight:

Use the directional pad to choose which item in a given screen you

wish to modify. An item that is “highlighted” will stand out from the rest with its

color, intensity, or tone.

Select:

Press the button in the center of the directional pad to perform an action on

the current highlighted item.

Menu Navigation:

Selecting menus and submenus to access settings and

information.

Scrolling:

Using the directional pad to navigate a list.

Dial Pad:

The alpha/numeric buttons on the face of the telephone. (See

Before you use your phone for details.)

Buttons:

Physical buttons located on the phone.

Soft-keys: The four buttons located immediately underneath the screen. Their

current function is displayed in the corresponding box at the bottom of the

screen. Not all soft-keys will have a function in every screen.

In this document, references to those keys will have the format “[Function] key.”

For example, on the idle screen, the far left soft-key says “New Call” above it.

To generate a dial tone from the idle screen, press the New Call key.

Screen Saver

The Screen Saver automatically displays when the phone has been idle for 60

seconds.

The Screen Saver displays:

• Your Extension Number

• The Company/Enterprise name we have on file

9

Your phone is still fully functional. To disable the lock screen simply start dialing a

number, press the home button, or pick up the handset.

Information Screen

The display screen of your phone provides you with a host of important

information elements. This screen is also referred to as the

idle screen

.

The top line of the screen displays:

•

Popup text

•

Do Not Disturb symbol

•

Missed call text or second incoming caller display

•

Prompt text (for example, “Enter number”)

•

Time and date text

•

Voicemail and missed call indicators

•

New Call Option

•

Forward Option

•

DND/Do Not Disturb Option

The main content area of the screen displays the phone number as-

signed to the phone as well as your company name. As a call comes in,

this area displays caller information.

and

10

Main Menu Screen:

This screen is the first point for more menu selections. You can reach this

menu at any time by pressing

.

Adjusting the Volume

Press

to adjust receiver volume during a call. Pressing these

keys in the idle state adjusts the ringer volume.

11

3 Desk Phone– Basic Call Features

Placing Calls

You can place a call in many ways using your Desk Phone:

•

using the handset

•

using the speakerphone

•

using the headset

You can also dial the number first—called “hot dialing”— and then choose

the method you will use to speak to the other party.

You can search the call lists or the local contact directory and dial from

the search results page.

During a call, you can alternate between Speakerphone Hands-Free,

Headset, or Handset modes by pressing the

or

keys, or picking

up the handset.

The call duration of active calls is visible within the active call window on

the graphic display.

To place a call using the handset:

Do the following steps in any order:

Pick up the handset.

Dial the number using the dial pad.

Press the ”<<” key to backspace

12

To place a call using Hands-Free Speakerphone mode:

Do one of the following:

With the handset on-hook

1. From the idle screen, press the New Call key or press to obtain

dial tone.

2. Dial the number using the dial pad and press the Send key or wait for

the call to automatically connect.

With the handset on-hook

1. Dial the number using the dial pad.

2. Press or the Dial key

To place a call using the headset:

Do one of the following:

With the optional headset connected

1. From the idle screen, press the “New Call” key or press to obtain

dial tone.

2. Dial the desired number using the dial pad.

With the optional headset connected:

1. Dial the desired number using the dial pad.

2. Press

The phone starts suggesting a number you can select from

the recent call list as you dial.

Additional information on headsets can be found on page 48

of this guide.

13

Placing a second call

While on a call, you may place that call on hold and make

a second call.

1.

Press the “Hold” key This will place your caller on hold

2. Press the “New Call” key for a dial tone

3.

Dial the 10-digit phone number or 3-digit extension number

4.

Press the “Send” key or wait for a few seconds to automatically

connect

-The display will now show information about both calls including

the recipient’s number and the length of that call.

-Press Up/Down on the directional pad to highlight a call that

you would like to perform an action to

-You can press a line button to switch to the call on that line,

placing the current call on hold.

-On the left side of the screen you will see two phone

symbols. The active call will have the “play” symbol, the call

on hold will have the “pause” symbol.

Soft-Key functions during a second call:

Hold: Places the highlighted call on hold.

Resume: Resumes the highlighted call. If there is an active

call, this will place the currently active call on hold.

End: terminates the current active call. Does not affect calls

on hold.

Transfer: Transfers the highlighted call to specified phone

number or extension. After pressing transfer, dial the desired

number or extension and then press Transfer again to

connect the call. See the Call Management Features section

for further information.

More: Cycles through additional soft-key actions.

Conference: allows you to add a party to that call. While on a

call, press the Conference key, dial your second party, and

when the second party has answered, press the More key

and then Conference to join the calls.

Join: conferences your current active call with the call on hold

Lines/Calls- toggles displaying current calls and the status of

your phone’s lines

14

Answering Calls

There are a few methods to answer a call, similar to those of placing a call.

•

using the handset

•

using the speakerphone

•

using the headset

To answer a call using the handset:

Pick up the handset.

To answer a call using Hands-Free Speakerphone mode:

Press

and speak into the phone.

OR

Press the Answer key.

To answer a call using the headset:

Press

or follow the instructions for your optional headset.

Using Automatic Answer:

Additional information on headsets can be found on

page 48 of this guide.

15

Automatic Answer allows a call to be answered without touching the phone.

The incoming call still shows on the display and does provide the Answer

and Reject keys.

Enabling Automatic Answer:

1.

Press

> Settings> Basic> Preferences>

Auto Answer

2. Select Auto Answer SIP Calls

3. Select Yes

4. Press the Save key.

Disabling Automatic Answer:

1. Press

> Settings> Basic> Preferences>

Auto Answer

2.

Select Auto Answer SIP Calls

3.

Select No

4.

Press the Save key.

Inbound Caller ID

Caller ID Name and Number are presented on the screen of your phone

with each inbound call. If you are using a Simultaneous hunt group the

name of that hunt group will also be passed through to the display of your

phone.

Ending Calls

To end a call:

Do one of the following:

•

Press the End Call key.

•

If you are using a headset, press .

•

If you are using the speakerphone, press.

•

If you are using the handset, replace the handset on the receiver.

16

Forwarding Calls

You can configure your phone so that incoming calls are forwarded to

another party based on certain conditions (refer to Static Forwarding).

You can also forward calls while your phone rings (refer to Dynamic

Forwarding).

All incoming calls can be forwarded to voicemail while Do Not Disturb is

enabled on your phone.

Static Forwarding

Static Forwarding allows you to automatically send all incoming calls to

another phone number or extension. You can forward all calls

immediately, after a specified number of rings, or if the line is busy.

To forward all incoming calls to another party immediately:

1. From the idle display, press the Forward key

.

2. Select the option that you would like to change. The options are:

o

Always—To forward all incoming calls

o

No Answer—To forward unanswered incoming call

o

Busy—To forward calls that arrive when you are already in a call

3. Depending on your selection:

a If you selected Always, enter the 10-digit phone number that you

would like to forward calls to. If transferring calls to another phone

within your system, use the 10-digit direct phone number for that

phone. You can view a complete list of extensions and their

corresponding phone numbers in the Numbers and Extensions tab

of the Admin Portal.

17

b If you selected No Answer, you will see that your phone number is

entered in the Contact field by default. By entering your own phone

number in this field, the phone will send callers to your voicemail box if

you do not answer. You may enter a number to forward all

unanswered incoming calls to and how many rings to wait be-

fore forwarding (one ring is approximately 4.5 seconds). A value of 5

is recommended.

c If you selected Busy, you will see that your phone number is

entered in the Contact field by default. By entering your own phone

number in this field, the phone will send callers to your voicemail box if

your phone is busy. You may enter a number to forward all future

incoming calls to when all of your incoming lines are busy.

4. Press the Enable key

to confirm call forwarding.

18

Fwd: [destination number] appears alternating with the date/time and

voice message indicator to confirm call forwarding is enabled.

To Disable Call Forwarding:

1. From the idle display, press the Forward key

on the display.

2. Select the option to change.

3.

Press the Disable key.

The idle display returns and the regular icon appears below the date and

time.

Dynamic Forwarding

Dynamic Forwarding allows you to forward an INCOMING call to another

phone number or extension while your phone is ringing. You may only use

Dynamic Forwarding while your phone is ringing.

To forward an incoming call to another party:

1. When the phone rings, press the Forward key.

2. Enter a number to forward the incoming call to.

3.

Press the Forward key again.

The incoming call is forwarded to the other party. If call forwarding is

disabled, all future calls will not be forwarded and forwarding will remain

disabled.

Enabling Do Not Disturb

Do Not Disturb prevents the phone from ringing and sends callers

directly to your voicemail box.

To enable Do Not Disturb:

Press

1. Select Settings

2. Select Features

3. Select Do Not Disturb

4. Press the Enable key

To disable Do Not Disturb:

Press

1. Select Settings

2. Select Features

3. Select Do Not Disturb

4. Press the Disable key

19

Call Management Features

Call Hold

To place a call on hold

During a call, Press the Hold key or the Hold button. The hold icon will

display. The caller will hear the standard hold music or your custom hold

music/message.

Press the Resume key or the Hold button again

to return to the caller.

Multiple Calls on Hold

If calls are on hold, you can view the details of the calls on your phone by

using the directional pad to scroll through the active call list.

Conferencing Calls

You can create a conference with other parties using the phone’s local

conference feature. There are two ways to do this.

•

Joining two calls

•

Adding calls

Joining Calls

You can create a conference at any time between an active call and a

call on hold by pressing the Join key. The

function is

only available if

you have only two calls on your phone.

20

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